SPE4A6-15-R-0340Page 1

SECTION L – INSTRUCTIONS TO OFFERORSPage 10

Compressed Gases and Cylinders

SPE4A6-15-R-0340

**SECTION L - Instructions to Offerors**

**A**. The following instructions cover the preparation and submittal of the offeror’s proposal for this solicitation.  To assure timely and equitable evaluation of proposals, offerors must follow the instructions contained herein.  Offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined unacceptable and therefore not eligible for award.  If a joint venture arrangement exists for this acquisition, the offeror shall provide a copy of the joint venture agreement that is signed and dated by all joint venture members as part of the proposal submission.  Proposals shall be submitted to the Government in six (6) separate volumes as set forth below: 

**PAGENUMBER**

**VOLUMELIMITSOF COPIESDESCRIPTION**

    1                   N/A                        1              Completed RFP 

    2 50        3Written Technical Proposal

    3 50        3Written Management Proposal

    4 N/A        1              MSDS/SDS & HWL 

    5 N/A           3Past Performance

    6    N/A        2*Cost/Price Proposal 

**Cost/Price proposal information shall be submitted in written form (1 copy) and CD-R or DVD-R (write once/read only) (1 copy) that is “closed” so that no further writes can be made to the media. CD-R/W or DVD-R/W media types are not acceptable. Media must be virus scanned by the offeror prior to submitting to the Government.*

In addition to the page limitations set forth above, proposals should comply with the following format:

(1)  The sealed package used to submit the proposal package must show the time and date specified for receipt.  Each volume shall be marked with the RFP number and the offeror’s name and address, and the number of the Volume. i.e. I, II, III, etc.  Proposals shall be in the English language and all monies shall be proposed in United States dollars.

(2)  Print should Times New Roman font with a 12 point font size and should be on 8 1⁄2” x 11” paper.  Charts, graphs or spreadsheets may be on fold-out pages, but must fold within the page size specified and will count as one page.  Charts graphs, drawings, diagrams, supporting illustrations, or spreadsheets shall not be greater than 11” x 17”.  Each volume within the proposal notebook shall be separately tabbed and identified.  Margins shall be no smaller than 1” on all sides and each page shall be numbered consecutively.  The use of elaborate formats and binders, and expensive exhibits are discouraged  

(3)  The page limitations for Volume II, Written Technical Proposal, and Volume III, Written Management Proposal, is 50 pages.   The page limitation includes any drawings, diagrams supporting illustrations, or spreadsheets, etc. but excludes any table of contents or list of acronyms (if utilized). Offerors are cautioned that any pages that exceed the page limitation shall not be read but shall be removed and either retained in the contract file without being considered in the evaluation or sent back to the offeror.

(4)  Each page containing proprietary information should be so marked.

(5)  Each page must contain the following legend at the bottom of each sheet:

SOURCE SELECTION INFORMATION--SEE FAR 2.101 and 3.104

FOR OFFICIAL USE ONLY

(6) Submission of the initial proposal packages via electronic mail will not be accepted.  Initial proposal packages shall either be mailed or hand-delivered to the designated DLA Aviation Bid Custodian.  

(7)  Page limitations may be placed on responses to Evaluation Notices (ENs), if issued.  The specified limits for EN responses will be identified in the correspondence forwarding the ENs to offerors or on the EN form itself.

(8)  Offerors shall assume the Government has no prior knowledge of their capabilities, work processes, facilities, and experience and will base its evaluation on the information presented in the offeror’s proposal.

(9) Proposals shall be clear, concise, and include all the information required by this provision in sufficient detail for effective evaluation.  The proposal should not simply rephrase or restate the Government’s requirements, but rather shall provide convincing rationale to address how the offeror intends to meet these requirements.    

**B. Communications**:

Exchanges of source selection information between the Government and offerors will be controlled by the Contracting Officer.  Exchanges of source selection information after submission of the initial proposal packages between the Government and offerors will be controlled by the Contracting Officer.** Email may be used to transmit such information **ONLY**if the email can be sent encrypted, and must include “Source Selection Information – See FAR 2.101 and 3.104” in the subject line of the email.  Otherwise, source selection information will be transmitted via direct mailing.   In order to facilitate the sending and receiving of encrypted emails, offerors must use MS Outlook email configured to support encryption or a different email product that is S/MIME compatible and configured to support encryption.  If you intend to submit your source selection information via encrypted email, you will need to contact the Acquisition Specialist/Contracting Officer indicated on the face page of the solicitation prior to that first submittal in order to exchange certificates used for encryption.  To ensure the process is working correctly, send a test encrypted message first (without including any source selection information).   

# The Government intends to conduct discussions, but reserves the right to award without discussions.  Any discussions will be conducted in accordance with FAR 15.306.  

# Proposals received are subject to the requirements specified in FAR 52.212-1, unless otherwise tailored in the Addendum to the solicitation.  Proposals must be received by DLA Aviation by the following no later than 4:00 PM, Eastern Daylight Savings Time on Wednesday, July 8, 2015:

VIA MAIL:DLA Aviation

Attn:  Bid Custodian

8000 Jefferson Davis Highway

Richmond, VA  23297

VIA COURIER:DLA Aviation – ATTN: Marie Harrison

Reception Area (Bldg 33)

8000 Jefferson Davis Highway

Richmond, VA  23297

VIA FACSIMILE:NOT AUTHORIZED

# However, offerors are requested to submit Volume III, Past Performance Information, so that it is received ten (10) calendar days prior to the required due date for proposals. Failure to submit Volume III by the earlier date will not result in offeror disqualification.

**C. Volume I, Completed RFP**

Volume I will consist of the completed and signed RFP with a cover letter delineating any exceptions taken to the RFP terms and conditions with accompanying rationale.  However, offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined unacceptable and therefore not eligible for award.  Offerors shall ensure that all clauses and provisions that require “fill-in” information are appropriately completed, including the proposed prices associated with the contract line items in the Schedule of the RFP.

**D. Volume II, Written Technical Proposal**

The following information shall be provided and will be evaluated to assess the proposed technical approach and associated technical risk in accordance with Section M, Evaluation Basis for Award.  The technical proposal shall address each of the following subfactors describing the offeror’s proposed approach to performing the requirements set forth in the SOW and applicable Purchase Order Texts (POTs).  For each subfactor, the offeror shall identify risks, if any; associated with the proposed approach and actions the offeror will take to mitigate the identified risks.  If no risks/mitigations are identified in the offeror’s proposal, it indicates the offeror does not consider there to be any risk associated with their proposed approach.

Factor 1: Technical

Subfactor 1:  Quality Assurance will address the process for ensuring shelf life plan and stock rotation that ensures compliance with timeframes established in the SOW.  All issues regarding product testing will be addressed for tests including but not limited to, origin inspection for Aviator’s Breathing Oxygen (ABO) and refrigerants, Hydrostatic Testing Facility Certification(s), cylinder retesting and shelf-life recertification, and first article testing.  This will include the procedures used for product and end item packaging / marking.  Identify the actions that are required to address spills, management of actions taken to correct and report spills, and identify appropriate preventative actions that may be employed to protect the inventory.  Identify the process for management of the MSDS/SDS and Hazardous Warning Labels (HWLs) repository and the associated tracking of the items to each delivery order.  Specific compliances to required ISO 9001 or equivalent will be verified by providing certification or appropriate documents demonstrating compliance with required standards for the offeror and all affected subcontractors.  Describe management of Hazardous Material (HAZMAT) items identified in this population.

Subfactor 2:  Product Management will address the technical management of the government POTs that addresses the technical, packaging, marking, labeling, and other technical requirements (which may include active RFID marking) of each of the products associated with this effort.  Also included are in process inspections and gas certificates of traceability.  Product Management shall also cover the management of Government Furnished Property (GFP) cylinder pool, including the process for recovery cylinders containing used material returned by the customer.  Any changes, updates, or proposed additional sources of supply must be addressed as to how the interaction with the government and appropriate approval will be obtained.  The overall management of the product will also address specific actions that will be taken to promptly satisfy actions associated with PQDRs / SDRs generated for all actions generated for any order issued against this contract.  

Subfactor 3: Refurbishment and Disposal will address the proposed refurbishment process as described in the SOW.  Included shall be locations where cylinder refurbishment will be performed and a plan detailing the rate and process of turnover for refurbished cylinders.  In addition, the process and location(s) for processing cylinder disposal shall be identified.  All actions described must consider the established TDD requirements of the SOW.  

**E. Volume III, Written Management Proposal**

The following information shall be provided and will be evaluated to assess the proposed technical approach and associated technical risk in accordance with Section M, Evaluation Basis for Award.  The management  proposal shall address each of the following subfactors describing the offeror’s proposed approach to performing the requirements set forth in the SOW and applicable Purchase Order Texts (POTs).  For each subfactor, the offeror shall identify risks, if any; associated with the proposed approach and actions the offeror will take to mitigate the identified risks.  If no risks/mitigations are identified in the offeror’s proposal, it indicates the offeror does not consider there to be any risk associated with their proposed approach.

Factor 2: Management

Subfactor 1:  Inventory Management will address the process of EDI order processing from receipt of government order to complete fulfillment to include all inventory under control of the contractor.  All actions described must consider the established TDD requirements of the SOW.  Describe the contract delivery order tracking system.  The description of actions will provide detail on the specific packaging, repackaging, marking, and shipment information.  Specific detail for all of the various forms of transportation that will be employed to supports shipments for this contract.   Provide details that identify and correct misdirected shipments.  Provide detail of action plan for addressing customer complaints.  Identify the specific differences in support for domestic versus overseas shipments Describe the east coast and west coast hub locations that will facilitate the returns of GFP for OCONUS locations.  Support for the approved Government property management plan that addresses control of VMI and ensures that it will remain in the same condition code as when it was received.    

Subfactor 2:  Risk Management addresses a comprehensive approach to the total program addressing all aspects of the supply chain.  The risk management must address all issues associated with subcontractor management, item shipping and handling, ensuring compliance to TDD standards, and managing the specific hazardous material characteristics for these products.  In addition, supply shortages and excess, IT failure and security, non-conforming/defective material and warranty provisions and raw material shortages (e.g R-134a and helium) shall be addressed.   Realistic management of mitigation factors for all identified risks must be addressed including but not limited to: asset accounting (both GFP and VMI), price storage and preservation of Government owned assets, physical security for GFP and VMI locations, force majeure events etc.    

Subfactor 3:  Transition Plan provides all elements of transition from contract award through Initial Operational Capability (IOC) to Full Operational Capability (FOC).  Specific dates and times of actions must be identified for each step of the plan.  Describe how the GFP cylinder pool will be established to meet the transition requirement including where they will be located and the approximate number or percentage per location. The transition plan must identify specific government actions that may be required to support implementation.  Any actions that will cause a delay and impact the successful FOC must be clearly identified.

Subfactor 4:  Customer Service shall address how the offeror will provide customer service that enables the customers to query the status of requisitions, request cylinder pick-ups/returns and request expedited delivery as described in the SOW.  Customer Service shall also address how the offeror will ensure the availability of cylinders will keep product availability at levels to meet demand.     

**F. Volume IV, MSDS/SDS & HWL**

Offerors will provide with proposal all MSDS/SDS and HWL labels for all products identified in SOW Attachment 1.

**G.****Volume V** - **Past Performance**

(1) The offeror shall submit Present and Past Performance Information for itself and any joint venture member, as well as each proposed critical subcontractor in accordance with the format contained in the “FACTS Sheet” (See RFP Attachment 2) and the following paragraphs.  A critical subcontractor is defined as an entity (subcontractor and/or teaming contractor), other than the offeror itself that will provide support for technical compliance which represents a significant out-sourced capability, HAZMAT testing capability, source of packaging/repackaging, or warehouse or storage facilities.  

        (2) a. The requested present and past performance information shall be provided in a separate volume (i.e., 3-ring binder) labeled "**Volume V – Past Performance**".  A summary page shall be provided describing the proposed role of the offeror and critical subcontractor (nature of work and percentage of overall work).**** Material sources of supply are not considered critical subcontractors.  Summary page information must clearly communicate that proposed critical subcontractor(s) meet the definition of a critical subcontractor established above.  Efforts submitted for proposed critical subcontractors not meeting the established definition may not be evaluated.  Each offeror/critical subcontractor shall complete a separate FACTS Sheet for each active or completed contract (with preferably at least one year of performance history) in the past three (3) years that the offeror/critical subcontractor considers relevant in demonstrating its ability to perform the proposed effort.  Past performance for the offeror and the critical subcontractors should be submitted as follows:

Offeror:  A total of four (4) contracts shall be submitted for consideration.  It is recommended that the contracts should include at least two (2) with experience showing HAZMAT handling and item support for items which may include items within the FSCs associated with this effort.  Contracts may be either Government or commercial contracts.

Critical Subcontractor:  A total of two (2) contracts (for each identified critical subcontractor) shall be submitted for consideration.  It is recommended that the contracts should include at least one (1) with experience showing similar experience specific to the type of expertise provided by the critical subcontractor.  Contracts may be either Government or commercial contracts.  

              b.  If the contract you are submitting is an ordering type contractual vehicle (e.g., an Indefinite Delivery “D” type contract per FAR 16.5), only after issuance of a delivery/task order does performance occur.  Given this, an individual order (or orders) under the basic ordering contract shall be submitted in lieu of just the basic ordering contract itself.  Basic ordering contracts will not be evaluated as stand-alone contracts without quantification and clarification of the scope and the magnitude of the contract.  If an ordering contract is being submitted for evaluation, which have numerous delivery orders (which cannot be evaluated individually), you must provide an executive summary of the magnitude of the work performed on the contract, including performance metrics, dollar values, delivery standards, and other information that shall allow an overall past performance evaluation.  Information submitted in this format shall be considered collectively one contract.  If the individual order is such a magnitude that it supports one contract for past performance the submitted order shall be considered a separate effort.    

For all submittals, the performance on efforts identified shall be restricted to those completed or ongoing during the past three (3) years**from the issuance date of this RFP.  The offeror's/critical subcontractor’s present and past performance information may include data on efforts performed by other predecessor companies, affiliates, other divisions or corporate management if such was provided for evaluation and if the offeror’s past performance volume demonstrates the company, affiliate, or division will provide the offeror with resources for the instant proposed effort, such as workforce, management, facilities, or other capabilities demonstrating direct and meaningful involvement in the performance of the instant proposed effort. The FACTS Sheets shall clearly indicate the division or corporate organization that performed or is presently performing the contract.  Contracts listed may include those with the Federal Government, state and local Governments or their agencies, and commercial customers.  

              c.   Offerors or critical subcontractors that are newly formed entities (in existence less than three (3) years from the issuance date of this solicitation) who either have no prior contracts or do not possess relevant corporate past performance, but have key personnel with relevant past performance while employed by another company, may demonstrate the performance of such key personnel by submitting FACTS Sheets for four (4) of their most recent and relevant contracts under which such key personnel performed the same role currently being proposed on the instant acquisition and demonstrate this performance occurred during the past three (3) years**from the issuance date of this solicitation.  Note however, that the quality of the key personnel’s performance under the submitted contract must be able to be verified by the Past Performance Team in order to be considered in the assessment of confidence.  Any such key personnel must already be employed by the offeror /joint venture member, or in the case of a critical subcontractor, must already be employed by the critical subcontractor.  In addition to the FACTS Sheets for each entity as required above, the offeror must submit a consent letter executed by each of its proposed critical subcontractors authorizing release of adverse past performance information to the prime offeror to allow the prime offeror an opportunity to respond.  A sample Subcontractor/Teaming Partner Consent Form is attached to this RFP (see RFP Attachment 3). The consent form should be completed by the critical subcontractors identified in the proposal.  The completed consent forms should be submitted as part of the Past Performance Volume.  

        (3)  The offeror/critical subcontractor, if applicable, shall focus its FACTS Sheet responses to clearly correlate present and past performance with the requirements of this RFP.  The FACTS Sheet responses must clearly describe the relevance of the effort to the work proposed.   The answering space on the FACTS Sheet may be expanded so that the filled-in FACTS Sheet for each relevant contract covers no more than both sides of three (3) 8 1⁄2” x 11” pages.  Provide the most current information for the Points of Contact (POCs) identified on the FACTS Sheets.

        (4)   If problems were encountered during the performance of the identified contracts, provide evidence of the ability to isolate the root causes of problems and include in the FACTS Sheet a description of programs or actions taken to resolve those causes.  Problems not addressed in the FACTS Sheet, but found by the Government during the evaluation of the information in this volume, will be assumed to still exist.  Note:  In the case of Contractor Performance Assessment Report System (CPARS), if your input has already been provided and the rationale/circumstances have not changed, DO NOT repeat them here.  

(5)  The Present/Past Performance Questionnaire (see RFP Attachment 4) will be one means used by the Government to obtain present/past performance information.  The Government reserves the right to change, alter, and/or supplement the questionnaire without further notice.  The offeror shall send out – and track the completion of - the Present/Past Performance Questionnaires to each of the offeror’s joint venture members and/or critical subcontractors’ (i.e., each entity’s) POCs identified in each FACTS Sheet.  The responsibility to send out – and track the completion of the Present/Past Performance Questionnaires rests solely with the offeror - i.e., it **shall not be delegated** to any other entity.  The Transmittal Letter (see RFP Attachment 5) shall be used by the offeror in sending out the Present/Past Performance Questionnaires. The offeror shall exert its best efforts to ensure that at least two POCs per relevant contract submit a completed Present/Past Performance Questionnaire **directly to the Government not later than the date established for receipt of proposals**.  POCs may submit their completed Present/Past Performance Questionnaire either electronically or by mail.  If sending electronically, follow the procedures outlined in the first paragraph under Communications on page 2, and email to: marie.harrison@dla.mil*.*

If mailing, mail directly to: 

DLA Aviation - FAJA

ATTN: Marie Harrison

8000 Jefferson Davis Highway

Richmond, VA  23297

Reference: RFP SPE4A6-15-R-0340

If mailing, the outside envelope must be marked as follows:

NOTE:  TO BE OPENED BY ADDRESSEE ONLY

The completed questionnaires should be contained in a second envelope marked with the mailing address and the following legend:

SOURCE SELECTION INFORMATION  -  See FAR 2.101 and 3.104

FOR OFFICIAL USE ONLY

Once the Present/Past Performance Questionnaires are completed by the POCs, the information contained therein shall be considered source selection sensitive and shall not be released to the offeror.  Therefore, any exchange/contact between the offeror/joint venture member and/or critical subcontractor and its own POCs in regards to comments made on the questionnaire is not permitted.  Questionnaires shall be sent to and best efforts made to ensure completion and submission directly back to the Government from at least two of the following (in descending order of availability):

(a)  Procuring Contracting Officer/Contract Negotiator or equivalent 

(b)  Program/Project Manager, or equivalent

(c)  Administrative Contracting Officer/Contract Administrator or equivalent

(d)  Project Engineer

       (6)  In the event that commercial contracts are presented as present/past performance sources of information, a Client Authorization Letter shall be issued to those commercial POCs requesting/authorizing them to complete a Present/Past Performance Questionnaire.  A sample Client Authorization Letter is attached to this RFP (see RFP Attachment 6).  The offeror is required to send the Client Authorization Letter(s) with the Present/Past Performance Questionnaire(s) to each POC on commercial contracts.  A separate copy of Client Authorization Letter(s) for each commercial contract shall be included in the offeror’s Present/Past Performance submission for the Government’s use in case additional questionnaires need to be sent by the Government after RFP closing.

        (7)  The Government may conduct follow-up discussions with any of the people identified in the FACTS Sheets or in the offeror’s Present/Past Performance Volume.  The Government may obtain other information by sending out additional questionnaires and/or through other sources. 

        (8)  RFP Attachments 2 and 4*(FACTS Sheet and Present/Past Performance Questionnaire)* must include the following legend at the top and bottom of the page:

(9)    If the Government does not receive the required Past Performance Questionnaires, the offerors proposal may be rejected as technically unacceptable.

SOURCE SELECTION INFORMATION  -  See FAR 2.101 and 3.104

FOR OFFICIAL USE ONLY

**H.****Volume V, Cost/Price**

Volume V shall be clearly marked as “COST/PRICE PROPOSAL” and all information relating to cost/price must be included in this section.  Each offeror must submit the number of hard copies found in section L.A.  REMINDER: DO NOT DELETE LINES.

a) Material Unit Prices: Fixed material prices are established and are subject to an Economic Price Adjustment (EPA) pursuant to DLAD 52.216-9030 on a quarterly basis.  Material costs will be paid to the vendor by DLA per delivery order against the Contract Line Item Number (CLIN) associated with the NSN ordered.

· FSC 6830 - Propose a fixed unit price for the first quarter after contract award for each NSN identified in the RFP and listed in Schedule B1, approximately 144 NSNs.  Prices proposed should be proposed based on the POTs for all NSNs.

· FSC 8120 – Propose a fixed unit price for cylinders and associated parts for the first quarter after contract award for each NSN identified in the RFP and listed in Schedule B1, approximately 173 NSNs.

· First Article Testing (FAT) – Propose a fixed unit price for the applicable FAT requirements.

NOTE: Proposed prices for gases, cylinders and associated parts will apply to orders issued the first quarter after contract award and will be adjusted quarterly using the indices specified in the Economic Price Adjustment (EPA) provision of the contract.  FAT pricing is not subject to EPA

b) Supply Chain Support: Fixed Pricing is established for the level of performance to support demands over a 10-year ordering period, to include a 5-year base ordering period, and one 5-year option period.  All service fees will be paid out monthly against the referenced CLIN on the delivery order.

· Cylinder Refurbishment and Disposal:

i. Propose a fixed unit price for each item identified in Schedule B15 (refurbishment and disposal costs of the used cylinders).

ii. Fixed unit prices should be based on average costs of refurbishment or disposal of all cylinders.  However, if there are specific cylinders whose cost is much higher, offerors may propose separate pricing for those specific items and they will be considered when supporting documentation (including invoices/quotes) is provided.

iii. Propose an escalation rate for annual adjustment of refurbishment prices.

iv. Propose an escalation rate for annual adjustment of the disposal price.

· Transition Fee:

i. Propose a dollar amount for the first year of the contract to cover transition and implementation costs.

· Management Fee:

i. Propose a dollar amount for each year of the contract to cover fixed costs including overhead, general and administrative costs, and profit.  The proposed costs must be supported by documentation including bills, invoices and other related cost documents.  This fee is applicable throughout the entire contract term.

· Throughput Fee:

i. Propose a single percentage to cover costs that vary with the volume of business to include transportation and warehousing costs.  The fee will be computed as follows and will be added to the EPA adjusted unit price per NSN.  This fee is applicable throughout the entire life of the contract

(End of Section L)

Source Selection Information -- See FAR 2.101 and 3.104

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Source Selection Information -- See FAR 2.101 and 3.104